7 Signs You Need to Re-evaluate Your Phone System’s Implementation
Phone systems are still a key player in business communications despite the widespread use of email, websites, collaboration tools, social media, and other forms of personal communication. Yet many businesses stay limited to outdated phone systems that cost them time, money, and customers.
The lack of resources to replace an aging phone system is one reason. But many businesses are simply so accustomed to their phone systems' "little quirks" that they don't even realize how bad the problem is or what they are losing by not upgrading periodically. Or sometimes they are simply not privy to the modern innovations in communication available such as Voice over Internet Protocol (VoIP) phone system software solutions where every function of a call center can be utilized through one convenient platform.
Here are a number of telltale signs that it's time to replace or upgrade your business phone system.
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1. Missed calls are an obvious sign that your phone system is not doing its job.
If an employee is tied up on another call or away from his or her desk, a phone system should find a substitute live human being automatic.
Modern phone system software is able to do this for you so easily because it is a basic function that is now expected of a phone system software. They also come equipped with other features that can automate your phone system as you’ve never imagined before.
2. Turnover in the receptionist's position is a sign that the job is too stressful and the phone system may well be to blame.
A busy front desk is a hailstorm of flashing lights and ringing buzzers. If your phone system does not assist the receptionist by, at the very least, acknowledging callers and telling them their calls will be answered shortly, then it's time to implement that feature or buy a phone system that includes it.
Employee burnout is a common problem in call centers. Having to hire and train staff constantly is a completely avoidable burden for your company with the phone system software that is on the market currently. Phone system software now features basic perks such as call routing, auto-attendant, call recording, voicemail to text, and many other features that would make your phone system a joy for your staff to use every day.
3. Growth of staff and/or office locations usually means new phones and at least tweaking of the existing phone system's configuration.
Often a whole new phone system is in order for new branch offices; once those phone systems are in place, it's customary to upgrade the system at headquarters, too. The rationale behind the upgrade is economies of scale and standardization of equipment and vendors.
Older phone systems are also susceptible to breakdowns and the lack of parts for the devices used by your VoIP service can create a discrepancy in equipment. Hence, it is a wise decision to upgrade phone systems used in all of your locations in one go and also to continuously upgrade the phone system software to ensure that you have access to the latest innovations in VoIP technology.
4. Telephone tag between employees and customers is a sign that calls are not reaching your people as effectively as they could.
Going through reams of "while you were out" notepads indicates that your business could benefit from location services and call forwarding phone systems.
Modern VoIP system software now comes with cloud-based phone system app versions that can make them accessible anytime, anywhere. You can also have the freedom to expand your operations to new locations and also employ remote workers with the help of cloud-based phone systems.
5. High monthly phone service charges indicate that it may be time for IP telephony.
A VoIP system saves large sums of money on long-distance and other per-minute charges. An IP telephony system can run on the same network as your data systems, simplifying network architecture and saving money. Implementing an IP telephony system on an existing data network is often easier and less expensive than replacing a stand-alone PBX (Private Branch eXchange).
All calls will be routed through your existing router system and will be handled via your internet connection. This will significantly reduce your business’s communication expenses while being able to enjoy the benefits of a sophisticated VoIP phone system.
6. Desktops overcrowded with phone stations, PC workstations, fax machines, phone books, and Rolodexes suggest that it's time for CTI (Computer Telephony Integration).
Replace all the clutter with on-screen directories of staff, suppliers, customers, and prospects. Integrate all the forms of phone system communication that modern employees need on a single workstation: voice, data, fax, video, chat, collaboration, and so forth.
Even better, a cloud-based VoIP phone system can replace all of this and make the service accessible from practically anywhere. Employees will no longer have to be confined to their desks and your company would be able to save a lot more by moving towards a hybrid work model powered by modern IP phone system.
7. Increasingly expensive service labor and parts are a sign that your phone system has long outlived its product life cycle.
It's best to replace it before your business is shut down for an extended period by the unavailability of a crucial part.
Don't "make do" with a phone system that is costing your business time, money, and customers. Have a qualified telephony consultant evaluate your telephone business processes and recommend reconfiguration of the existing system, enhancements to it, or a complete replacement.
If the recommendation by your telephone consultant is that you replace your phone system altogether, we can help you select the right VoIP system that your company desperately needs. There’s absolutely no need to confined to an outdated phone system when new and innovative communication systems such as VoIP or Unified Communications as a Service (UCaaS) solutions are available so widely.
You can learn more about VoIP systems using our phone system buyers' guide and also compare all the top VoIP system providers on the market to ensure that you go with the best option on the market.
